How to Leave a Polished, Professional Voicemail Message

Leaving a clear and polished voicemail message is an important professional skill. With the prevalence of email, texting, and other digital communication, voicemails may seem old-fashioned. However, they remain a vital way to connect with colleagues, clients, recruiters, and others when you miss a phone call.

When done right, a professional voicemail greeting presents you as organized, courteous, and competent. It ensures your contacts get the information they need to follow up. With some simple strategies, you can craft voicemails that make a great impression.

Greeting

Start your voicemail message off right with a proper greeting. Your greeting should:

• Be upbeat and friendly. A warm, smiling voice sets a positive tone.

• Clearly state your full name This avoids any confusion about who the caller has reached

• Mention your company or department This gives helpful context if the caller doesn’t already have your direct number

For example:

“Hi, this is Michelle Smith from Acme Marketing. Thanks for calling!”

Keeping your greeting short, simple, and professional is key. Avoid long greetings or complicated menus that frustrate callers.

Reason for Missing the Call

Next, briefly explain why you missed the call. Some options are:

• “Sorry I missed your call, I’m out of the office today.”

• “I missed your call because I’m away from my desk right now.”

• “I’m sorry I’m not available to take your call at the moment.”

Giving a quick reason is polite and shows you would have answered if possible. Whether you’re in a meeting, at lunch, or not working that day, a simple explanation is all that’s needed.

Expected Availability

Let the person know when you expect to be available again. Examples include:

• “I’ll be back in the office on Monday at 9 AM.”

• “I’m out on vacation this week but will return your call next Thursday.”

• “I’m working remotely today but please try me again in about an hour.”

Giving an estimate of when you can return the call manages expectations. It shows you are organized about getting back to the person.

Contact Alternatives

If you will be unavailable for an extended period, provide alternative contacts:

• “If this is urgent, you can reach my colleague Jane Doe at 123-456-7890.”

• “I’ll be on a business trip until next Friday. In the meantime, please email [email protected] for assistance.”

This allows the caller to still get timely help if they need it. Only include such alternatives if you will be gone for multiple days and have spoken with your colleagues about assisting callers in your absence.

Message and Contact Details

Clearly leave any details the caller needs to get back in touch:

• “Please leave your name, number, company name, and a brief message after the tone and I’ll return your call as soon as possible.”

• “Please leave a detailed message including your phone number and email address.”

Leaving your phone number, even if it’s a direct line, also helps avoid confusion.

Speaking slowly and clearly when leaving your callback details is important. Repeat your number twice in the message to ensure accuracy.

Professional Sign Off

End your voicemail message professionally with a simple sign-off like:

• “Talk to you soon!”

• “Have a wonderful day!”

• “Looking forward to your call.”

A warm goodbye wraps up your voicemail on a friendly note. Avoid overly casual or unprofessional sign-offs.

Voicemail Etiquette

Keep these additional voicemail etiquette tips in mind:

• Speak slowly and enunciate clearly. Don’t rush your message.

• Sound upbeat, calm, and confident. This projects professionalism.

• Keep background noise to a minimum. Record somewhere quiet.

• Listen to your greeting periodically to ensure it is up-to-date. Update it if you switch roles or companies.

• Return calls promptly. Check voicemails regularly and call back as soon as feasibly possible.

Examples

Here are some examples of polished, professional voicemail greetings:

“Hi this is Samantha Jones, Marketing Manager at Crest Corporation. I’m currently away from my desk but please leave your name, number, and a detailed message after the beep. I’m working remotely today but will return your call as soon as possible. Looking forward to speaking with you!”

“Good morning, you’ve reached Mark Smith with Acme Designs. I’m unavailable to take your call right now but will be back in the studio later today. In the meantime, please leave your name, company, phone number, and a brief message. Or feel free to email me anytime at [email protected]. I’ll follow up with you shortly. Thanks!”

Mastering these voicemail tips and tricks will ensure you present a polished, professional presence, even when you can’t answer the phone. With practice, you’ll be able to leave clear messages that set you up for voicemail success.